PROCUREMENT AND CONTRACT GUIDELINES OF THE HOUSING TRUST FUND CORPORATION FOR CONTRACTS EXCLUDING THOSE FUNDED BY THE U.S

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1 PROCUREMENT AND CONTRACT GUIDELINES OF THE HOUSING TRUST FUND CORPORATION FOR CONTRACTS EXCLUDING THOSE FUNDED BY THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT S COMMUNITY DEVELOPMENT BLOCK GRANT DISASTER RECOVERY PROGRAM ESTABLISHING STANDARDS FOR THE USE, AWARD, MONITORING AND REPORTING OF PROCUREMENT CONTRACTS ARTICLE I 1. STATEMENT OF PURPOSE AND APPLICABILITY a. Statement of Purpose. These Guidelines are adopted pursuant to the provisions of the Act and 2879 of the Public Authorities Law, as guidelines of the Housing Trust Fund Corporation, hereinafter referred to as the Corporation, and such guidelines are independent of, but intended to be in alignment to the extent possible with, the guidelines of the New York State Housing Finance Agency, State of New York Mortgage Agency, New York State Affordable Housing Corporation, State of New York Municipal Bond Bank Agency and Tobacco Settlement Financing Corporation (collectively hereinafter referred to as "Agencies") and are to be reviewed and approved by the Corporation s Members at least annually. b. Applicability. These Guidelines apply to the Procurement by the Corporation of goods or services in the actual or estimated amount of $5,000 or more, excluding the Procurement by the Corporation of goods or services funded, in whole or in part, with the U.S. Department of Housing and Urban Development s Community Development Block Grant-Disaster Recovery ( CDBG-DR ) funds appropriated by the Disaster Relief Appropriations Act, 2013 (Pub. L ). Procurement by the Corporation of goods or services funded, in whole or in part, with CDBG-DR funds shall be subject to the Procurement and Contract Guidelines for the Governor s Office of Storm Recovery of the Housing Trust Fund Corporation for Contracts Funded by the U.S. Department of Housing and Urban Development s CDBG-DR Program Establishing Standards for the Use, Award, Monitoring and Reporting of Procurement Contracts under the New York State CDBG-DR Program. c. Title. Outside of this document, these Guidelines may be referred to as the "Procurement and Contract Guidelines" and herein may be referred to as 1

2 "Guidelines." ARTICLE II 2. DEFINITION OF TERMS a. Definitions. The following terms shall, for purposes of these Guidelines, have the following meanings unless the context shall clearly indicate some other meaning: i. "Act" shall mean Section 45-a of the New York Private Housing Finance Law. ii. "Affiliated Agencies" or Affiliated Agency shall mean, either individually or collectively, the affiliated agencies, each being the Housing Trust Fund Corporation, New York State Housing Finance Agency, State of New York Mortgage Agency, New York State Affordable Housing Corporation, State of New York Municipal Bond Bank Agency, and Tobacco Settlement Financing Corporation. iii. Affiliate Contract shall mean any Procurement Contract entered into by an Affiliate Agency. iv. Agency Contract shall mean any Procurement Contract entered into by a State Agency. v. Authority Contract shall mean any Procurement Contract entered into by a State Authority. vi. "Annual Procurement Report" shall mean the annual report required by Article XII hereof. vii. Article 15-A of the Executive Law or Article 15-A shall mean, the statute that governs the participation by Minority Group Members and women with respect to Corporation Contracts. viii. "By-Laws" shall mean the By-Laws adopted by the Members of the Corporation. ix. Chief Executive Officer or CEO shall mean the Officer having such title according to the Corporation s By-Laws. x. "Contact" shall mean, for purposes of applying the Lobbying Law in 2

3 relation to any Corporation Governmental Procurement with actual or anticipated annualized expenditures in excess of $15,000, any oral, written or electronic communication from a Contractor or Vendor, or their representatives, with the Corporation, under circumstances where a reasonable person would infer that the communication was intended to influence the Corporation s conduct or decision regarding a Corporation Governmental Procurement. xi. "Contract" shall mean a written agreement whereby the Corporation undertakes Procurement, and shall include, but not be limited to, accepted Purchase Orders and Procurement Contracts. Contracts in excess of $25,000 for goods or services and Contracts in excess of $100,000 for the acquisition, construction, demolition, replacement, major repair, or renovation of real property and improvements thereon are subject to the Corporation s MWBE Directives. Additionally, pursuant to Article 15-A, solely for the purpose of providing the opportunity for meaningful participation for certified MWBEs in the performance of Corporation Contracts, Corporation Contracts shall include leases of real property by the Corporation to a Lessee where: (a) the terms of such leases provide for the construction, demolition, replacement, major repair or renovation of real property and improvements thereon by such Lessee; and (b) the cost of such construction, demolition, replacement, major repair or renovation of real property and improvements thereon shall exceed the sum of $100,000. xii. "Contractor" shall mean a supplier of goods or services to the Corporation pursuant to a Contract. xiii. Corporation shall mean the Housing Trust Fund Corporation. xiv. Corporation Staff or Staff shall mean Employees and Officers of the Corporation or any governmental agency which has assigned employees to perform services to the Corporation. xv. "Counsel" shall mean the chief legal officer as so defined in the By-Laws of the Corporation. xvi. "Critical Contract" shall mean a Contract which must be awarded within a set time period because delay of the award would have a serious adverse effect on the Corporation that outweighs the benefits of advertisement in the "New York State Contract Reporter," as determined by the President of the Office responsible for the Procurement. All Emergency Selection Contracts shall be Critical Contracts. Emergency Foreign Business 3

4 Enterprise Contracts are not Critical Contracts unless the Corporation independently determines those Contracts to be Critical Contacts. xvii. "Designated Contact" shall mean, for purposes of applying the Lobbying Law in relation to any Corporation Governmental Procurement with actual or anticipated annualized expenditures in excess of $15,000, a Contact made between an Offerer and the Corporation's Designated Contact Officer(s), as set forth in Article VII of these Guidelines. xviii. "Designated Contact Officer(s)" shall mean, for purposes of applying the Lobbying Law in relation to any Corporation Governmental Procurement with actual or anticipated annualized expenditures in excess of $15,000, the person(s) the Corporation appoints to such position, in accordance with the provisions of the Lobbying Law, who may be the recipient of Designated Contacts, as set forth in Articles VII and XI of these Guidelines. The Designated Contact Officer shall be the person so designated in each solicitation. xix. "Designated MWBE Officer(s) shall mean the senior staff the Corporation appoints to such position to oversee the Corporation s MWBE Program, as set forth in Articles VI and XI of these Guidelines. xx. "Determination of Responsibility" shall mean, in relation to any Corporation Governmental Procurement with actual or anticipated annualized expenditures in excess of $15,000, a final determination required to be made by the Corporation of the proposed Contractor or Vendor to whom the Contract is to be awarded in accordance with Section 2879 of the Public Authorities Law. For Determinations of Responsibility hereunder, the Lobbying Law requires that proposed Contractors and Vendors disclose findings of non-responsibility against them within the previous four years by any other governmental agency. xxi. "Discriminatory Jurisdiction" shall mean any other county, nation, province, state or political subdivision thereof which employs a preference or price distorting mechanism to the detriment of, or otherwise discriminates against, a New York State Business Enterprise in the Procurement of goods or services by the same, or a non-governmental entity influenced by the same. xxii. "Disparity Study of 2010" or Disparity Study shall refer to the disparity study commissioned by the Empire State Development Corporation ( ESDC ), pursuant to Article 15-A, and published on April 29,

5 xxiii. "Emergency Foreign Business Enterprise Contract" shall mean any Contract awarded on an emergency or critical basis or where the New York State Commissioner of Economic Development (hereinafter referred to as the DED Commissioner ) waives provisions otherwise applying to Contracts with Foreign Business Enterprises which are equal to or greater than $1,000,000, pursuant to Article VIII of these Guidelines. xxiv. "Emergency Selection Contract" shall mean any Contract exempt from competitive selection due to the Corporation s determination of an emergency justifying such exemption. xxv. "Employee" shall mean an employee of the Corporation, whether full or part time. xxvi. "Ethics Officer" shall mean the person the Corporation appoints to such position for purposes of administering matters in connection with the State Ethics laws, or any other State law which requires the existence of such an officer to review, monitor and impose sanctions related to Procurement matters including, but not limited to, Lobbying Law Directives. xxvii. "Foreign Business Enterprise" shall mean a business enterprise, including a sole proprietorship, partnership or corporation, which offers for sale, lease or other form of exchange, goods sought by the Corporation and which are substantially produced outside the State, or services sought by the Corporation, and which are substantially performed outside the State. xxviii. Governmental Procurement shall mean the (a) public announcement, public notice, or public communication to any potential Vendor of a determination of a need for a Procurement, which shall include, but not be limited to, the public notification of the specifications, bid documents, RFPs, or evaluation criteria for a Procurement Contract, (b) solicitation for a Procurement Contract, (c) evaluation of a Procurement Contract, (d) award, approval, denial or disapproval of a Procurement Contract, or (e) approval or denial of an assignment, amendment, renewal or extension of a Procurement Contract, or any other material change in the Procurement Contract resulting in a financial benefit to the Offerer. xxix. "Guidelines" shall mean these Guidelines, as they may be amended from time to time. xxx. "Impermissible Contact" shall mean, for purposes of applying the Lobbying Law in relation to any Corporation Governmental Procurement with actual or anticipated annualized expenditures in excess of $15,000, 5

6 any Contact that is not a Designated Contact. xxxi. Invitation for Bid process or IFB shall mean the solicitation, by way of a statement of qualification, proposal and/or, as appropriate, price bid from at least three prospective Contractors or Vendors, one of which shall be from a MWBE, if possible, for Procurements not expected to exceed $50,000. Procurements anticipated to exceed $25,000 or more must include MWBE participation goals. xxxii. Lessee" shall have the same meaning defined in Article 15-A. xxxiii. "Lobbying Law Directives" shall mean, in relation to any Corporation Governmental Procurement with actual or anticipated annualized expenditures in excess of $15,000, the requirements of the provisions of the Lobbying Law, and as set forth in Article VII of these Guidelines. xxxiv. "Lobbying Law" shall mean the provisions of the Legislative Law and the State Finance Law enacted on August 23, 2005, Chapter 1 of the laws of 2005 and amended on March 20, 2010, Chapter 4 of the laws of xxxv. "Member(s)" shall mean the Members of the Housing Trust Fund Corporation as defined in the By-Laws of the Corporation, unless the context shall clearly indicate some other meaning, e.g. Minority Group Members. xxxvi. "Minority Owned Business Enterprise" or "MBE" shall mean any business enterprise, including a sole proprietorship, partnership or corporation, that is: 1) at least 51% owned by one or more Minority Group Members, or in the case of a publicly-owned business, at least 51% of the common stock or other voting interests of which is owned by one or more Minority Group Members; 2) an enterprise in which the minority ownership is real, substantial and continuing; 3) an enterprise in which the minority ownership has, and exercises, the authority to control independently the day-to-day business decisions of the enterprise; 4) an enterprise authorized to do business in the State, independently owned and operated, and not dominant in its field; 6

7 5) an enterprise owned by an individual or individuals, whose ownership, control and operation are relied upon for certification, with a Personal Net Worth that does not exceed $3.5 million, as adjusted annually on the first of January for inflation according to the consumer price index of the previous year; and 6) an enterprise that is a Small Business. xxxvii. Minority and/or Women-Owned Business Enterprise or MWBE shall mean any business enterprise, including a sole proprietorship, partnership or corporation, that meets the qualifications for an MBE, a WBE, or both an MBE and a WBE. xxxviii. "Minority Group Member" shall mean a United States citizen or permanent resident alien who is and can demonstrate membership in one of the following groups: 1) Black persons having origins in any of the Black African racial groups not of Hispanic origin; 2) Hispanic persons of Mexican, Puerto Rican, Dominican, Cuban, Central or South American of either Indian or Hispanic origin, regardless of race; 3) Native American or Alaskan native persons having origins in any of the original peoples of North America; or 4) Asian and Pacific Islander persons having origins in any of the Far East countries, Southeast Asia, the Indian sub-continent or the Pacific Islands. xxxix. "MWBE Director" shall mean the director of the division of minority and women s business development in the Department of Economic Development. xl. "MWBE Directives" shall mean the requirements of the Corporation s MWBE Program in accordance with the provisions in 2879 of the Public Authorities Law and Article 15-A, and as set forth in Article VI of these Guidelines. xli. "MWBE Program" shall mean the Corporation s Procurement procedures and policies for providing opportunity for meaningful participation of 7

8 certified businesses in the performance of Corporation Contracts, as more fully described in Article VI of these Guidelines. xlii. "New York State Business Enterprise" or "NYSBE" shall mean a business enterprise, including a sole proprietorship, partnership, or corporation, which offers for sale or lease or other form of exchange, goods which are sought by the Corporation and which are substantially manufactured, produced or assembled in the State, or services which are sought by the Corporation and which are substantially performed within the State. xliii. "Offerer" shall mean, for purposes of applying the Lobbying Law in relation to any Corporation Governmental Procurement with actual or anticipated annualized expenditures in excess of $15,000, an individual or entity, or any employee, agent or consultant or person acting on behalf of such individual or entity, that contacts the Corporation about a Corporation Governmental Procurement during the Restricted Period of such Corporation Governmental Procurement, whether or not the caller has a financial interest in the outcome of the Governmental Procurement. xliv. "Officer" shall mean those positions so defined in the By-Laws of the Corporation. xlv. "Permissible Contact" shall mean, for purposes of applying the Lobbying Law in relation to any Corporation Governmental Procurement with actual or anticipated annualized expenditures in excess of $15,000, a Designated Contact. xlvi. "Permissible Subject Matter Communication" shall mean, for purposes of applying the Lobbying Law in relation to any Corporation Governmental Procurement with actual or anticipated annualized expenditures in excess of $15,000, the communications set forth as such in Article VII of these Guidelines. xlvii. "Personal Net Worth" shall have the same meaning as defined in Article 15-A. xlviii. Personal Services" shall mean any services performed for fee, commission or other compensation by persons or organizations who are not providing such services as Officers, Employees or Staff of the Corporation, Affiliated Agency, any State Agency or State Authority. xlix. "Preferred Source" shall mean the status afforded to certain contractors or vendors for purposes of Procurement under 162 of the State Finance 8

9 Law. l. "President" shall mean an Officer having such title according to the Corporation s By-Laws. li. "Procurement" shall mean the acquisition of goods, materials and services including, but not limited to, Personal Services, by the Corporation. The term goods shall include, but not be limited to, personal property, including furniture, fixtures, stationery and supplies. Services shall include, but not be limited to, the performance of legal, accounting, management, consulting, investment banking, planning, training, statistical, research, public relations, architectural, engineering, surveying or other Personal Services of a consulting, professional or technical nature for a fee, commission or other compensation by a person or persons who are not providing such service as Officers, Employees or Staff of the Corporation, any Affiliated Agency, or any State Agency or State Authority. lii. "Procurement and Contract Guidelines" shall mean the guidelines to Procurement of goods or services by the Corporation, originally adopted by the Corporation's Members, and revised from time to time, pursuant to the provisions of its Act and 2879 of the Public Authorities Law. liii. "Procurement Contract(s)" shall mean, (a) (following the definition in 2879 of the Public Authorities Law) any written agreement for Procurement in the actual or estimated amount of $5,000 or more or (b) (following the definition in the Lobbying Law for purposes of applying the Lobbying Law in relation to any Corporation Governmental Procurement with actual or anticipated annualized expenditures in excess of $15,000) any Contract, including an amendment, extension, renewal, or change order to an existing Contract (other than amendments, extensions, renewals, or change orders that are authorized and payable under the terms of the Contract as it was finally awarded), for a Governmental Procurement. liv. "Procurement Contract Officer" shall mean the person appointed to such position, as set forth in Article XI of these Guidelines. lv. "Procurement Record" shall mean documentation of the decisions made and the approach taken in the Procurement process together with other documentation with respect to Contracts and Contractors/Vendors, as set forth in these Guidelines. 9

10 lvi. "Purchase Order(s)" shall mean written authorization to a Vendor to deliver specified goods or services at a stipulated price. lvii. "Request for Proposal" or "RFP" shall mean the solicitation, by way of a detailed description of services and/or related work required by the Corporation, of a comprehensive response from qualified potential Contractors or Vendors, indicating the manner in which each would perform the tasks involved and the compensation requested, which response would be the basis for a contractual agreement. lviii. "Request for Qualification" or "RFQ" shall mean a request for a statement of qualifications, which shall contain detailed information, so as to enable potential contractors to determine the desirability of participating in the selection process and to develop a competitive statement. An RFQ may request other information in addition to qualifications lix. "Restricted Period" shall mean, for purposes of applying the Lobbying Law in relation to any Corporation Governmental Procurement with actual or anticipated annualized expenditures in excess of $15,000, the period of time commencing with the earliest determination of a Procurement need by the Corporation, including, but not limited to, any oral or written communication, notice, advertisement or solicitation of an RFP, invitation for bids, or solicitation of proposals, or any other method for soliciting a response from contractors or vendors intending to result in a Procurement Contract with the Corporation and ending with the Corporation's approval of the final Contract award. lx. "Single Source Contract" shall mean a Contract awarded without competitive procedures as a result of a determination by the Corporation, approved in writing by the President of the Office responsible for the Procurement, that one firm is uniquely qualified or has a unique advantage with respect to the provision of a particular service or good, such that competitive procedures are rendered futile. Such determination shall become part of the Procurement Record and be filed with the Corporation s Counsel and Secretary. lxi. "Small Business" shall have the same meaning defined in Article 15-A. lxii. "Sole Source Contract" shall mean a Contract awarded without competitive procedures as a result of a determination by the Corporation, approved in writing by the President of the Office responsible for the Procurement, that there is only one source for a particular service or good, such that competitive procedures are rendered futile. Such determination 10

11 shall become part of the Procurement Record and be filed with the Corporation s Counsel and Secretary. lxiii. "State" shall mean the State of New York. lxiv. State Agency shall mean any state department, state university of New York, city university of New York, board, bureau, division, commission, committee, council, office or other governmental entity performing a governmental or proprietary function for the state, or any combination thereof as provided in subdivision two of section nine hundred fifty-one of the executive law, except any public authority or public benefit corporation, the judiciary or the state legislature. lxv. State Authority shall mean a public authority or public benefit corporation created by or existing under the Public Authorities Law or any other law of the state of New York, with one or more of its members appointed by the governor or who serve as members by virtue of holding a civil office of the state, other than an interstate or international authority or public benefit corporation, including subsidiaries of such public authority or public benefit corporation. lxvi. "Vendor" shall mean a supplier of goods or services to the Corporation. lxvii. "Women-Owned Business Enterprise ("WBE")" shall mean a business enterprise, including a sole proprietorship, partnership or corporation that is: 1) at least 51% owned by one or more United States citizens or permanent resident aliens who are women or, in the case of a publicly-owned business, at least 51% percent of the common stock or other voting interests of which is owned by United States citizens or permanent resident aliens who are women; 2) an enterprise in which the ownership interest of women is real, substantial and continuing; 3) an enterprise in which the women ownership has, and exercises, the authority to control independently the day-to-day business decisions of the enterprise; 4) an enterprise authorized to do business in the State, independently owned and operated, and not dominant in its field; 11

12 5) an enterprise owned by an individual or individuals, whose ownership, control and operation are relied upon for certification, with a Personal Net Worth that does not exceed $3.5 million, as adjusted annually on the first of January for inflation according to the consumer price index of the previous year; and 6) an enterprise that is a Small Business. b. Construction of Language. Any other capitalized terms used herein shall have the meaning given by the By-Laws. Except where the context otherwise requires, words importing the singular number shall include the plural number and vice versa. ARTICLE III 3. USE OF PROCUREMENT CONTRACTORS AND VENDORS a. Threshold Criteria for Use of Procurement Contractors for Personal Services. The general responsibilities of the Corporation are performed by its Employees, Officers and Staff. Accordingly, it is the policy of the Corporation that before Personal Services are used, it first be considered whether it would be more appropriate for its Employees, Officers or Staff to provide such services. Personal Services Contractors may be used when it has been determined: (l) that such service is necessary or convenient to the performance of the Corporation's responsibilities; and (2) (x) that such service is not available from Employees, Officers or Staff; or (y) that the performance of such service requires it be undertaken by someone independent of the Corporation; or (z) that use of Employees, Officers or Staff of the Corporation for such service would not be efficient or cost effective. Such determination shall be made by an Officer except that, in the case of Personal Services set forth below in this Article, such determination may be made by Officers as they may deem administratively appropriate. Non-Personal Services Contracts shall be entered into when the Corporation requires goods, materials and non-personal Services to function effectively and efficiently. b. Areas Requiring Use of Procurement Contracts for Personal Services. Personal 12

13 Services Contracts have typically been and are anticipated to be executed in the following areas, pursuant to a determination of appropriateness in accordance with the requirements of subparagraph a. of this Article: Types of Services, Responsibilities and Description of Services to be Provided. i. Appraisal. Provide appraisals, analyses and reports with respect to properties which are or may be the subject of Corporation loans or loans insured by the Corporation. ii. iii. Architectural and Engineering. Provide professional architectural and/or engineering services relative to the construction of properties which are or may be the subject of Corporation loans, or loans insured by the Corporation. Audit and Accounting. Provide audit services pertaining to the year-end preparation of financial statements for the Corporation in conformance with generally accepted accounting principles. Perform special audits as requested. iv. Custody & Safekeeping Services. Provide custody and safekeeping services to secure Corporation investments and receive and evaluate underlying collateral for secured Corporation investments. v. Equipment Maintenance. Provide maintenance for the routine service or repair of office and data processing equipment. vi. Information Technology Consulting. Provide analyses and recommendations on the Corporation s data processing structure and operations. vii. viii. ix. Information Technology Services. Provide report generating and printing services, computer systems hardware, programming and related services to the Corporation. Investment Banking. Provide: (a) financial advisory services and (b) recommendations and analyses with respect to Corporation investments. Legal. Provide legal services, opinions and analyses related to financings, real estate matters, corporate matters, litigation matters and labor matters. x. Management Consulting. Provide analyses and recommendations concerning the Corporation s organizational structure and the management 13

14 of its operations. xi. xii. xiii. xiv. xv. Minority and Women Business Enterprise Consultants. Provide technical assistance in the Corporation s effort to facilitate MWBE participation in Corporation programs. Printing. Provide: (a) financial printing services based upon specifications and details developed by the Corporation; (b) technical printing services relative to the reproduction of loan and insurance documents; (c) graphic, layout and printing services in connection with production of Corporation report(s); and (d) other printing and offset services. Training. Provide supervisory and other skills training to Corporation Officers, Employees and Staff. Trustee Banking Services. Provide banking services to monitor the timely receipt of payments, retirement of debt, collateral evaluations and other services as required by the various bond resolutions. Others. The examples of Personal Services listed above in clauses (i) through (xiv) reflect anticipated Personal Services and are not meant to be exhaustive; other services, in other areas, may be utilized subject to these Guidelines. These Personal Services are not required to be provided as Personal Services Contracts, and may sometimes be performed by Corporation Officers, Employees and Staff. ARTICLE IV 4. SELECTION OF PROCUREMENT VENDORS AND CONTRACTORS. a. Preferred Selection Criteria and Approach. It is the preference of the Corporation that Vendors and Contractors shall be selected from as broad a spectrum of providers as is practicable, and that Contracts be awarded and purchases be made consistent with the quality of services, or goods and materials required, at fair and reasonable prices. In addition, it is the preference of the Corporation to encourage the participation and utilization of MWBEs in accordance with the MWBE Directives, as set forth in Article VI of these Guidelines and to encourage the participation of New York State Business Enterprises. Contacts shall be regulated in accordance with MWBE Directives and Lobbying Law Directives, and as set forth in Articles VI and VII, respectively, of these Guidelines. 14

15 b. Selection on a Competitive Basis. It is the preference of the Corporation that Procurement, unless otherwise prescribed, be by competitive process, and that the process be as competitive as is possible. It is the policy of the Corporation that the selection of Procurement Contractors and Vendors be exempt from the competitive process only under certain exceptional circumstances as specified herein. As appropriate, the following competitive processes may be used in order to select Contractors and Vendors: i. Competitive Lowest Price Bid for Goods or Materials. Solicitation of at least three price bids, one of which shall be from a MWBE, if feasible, for specified Procurement, other than Personal Services (goods and materials), to be awarded to qualifying Contractors or Vendors primarily on the basis of the lowest price. Competitive bids are to be solicited when the goods and materials required are of a standardized nature that may reasonably be made the subject of specifications to which bidders respond with required qualification data and price offers. ii. Invitation for Bid ( IFB ) process for Contracts Not Expected to Exceed $50,000. If the President of the Office responsible for the Procurement determines it is appropriate, the Corporation may commence a Procurement process by soliciting statements of qualifications, proposals and, as appropriate, price bids from at least three prospective Contractors or Vendors, one of which shall be from a MWBE, if feasible, for Procurements not expected to exceed $50,000. Procurements valued at $25,000 or more must include MWBE participation goals. Award of a Contract within this method is made on the basis of an evaluation of the characteristics, quality and cost of such statements of qualifications and proposals. iii. RFP (without negotiation). Solicitation of specific proposals which indicate an understanding of identified financial, organizational, logistical and technical requirements and/or problems, and which detail elements of performance, including techniques and procedures as well as prices. Award of a Contract within this method is made on the basis of a formal evaluation of the characteristics, quality and cost of such proposals. iv. RFP with Competitive Negotiations. Solicitation of qualifying potential Contractors or Vendors who have submitted materials pursuant to: (a) an RFP to further negotiate their proposals; (b) an RFP which stated that the Corporation might further negotiate proposals; or (c) a determination by the Corporation, subsequent to issuing an RFP, that further negotiation is appropriate or that the RFP should be revised to permit further 15

16 negotiations. Further negotiation may include, but shall not be limited to, prices for Contract award on the basis of a formal evaluation of the characteristics, quality and cost of such proposals. v. Pre-qualified Panel. The Corporation may select Contractors for any Procurement activity from a qualified panel of potential Contractors, selected on the basis of an RFP or RFQ. Such panel must have been qualified by the Corporation, or by an Affiliate, State Agency or State Authority. The purpose of using a pre-qualified panel is to allow aspects of the competitive process to be addressed early in a phased selection process. This is so that Vendors and Contractors on the panel can be subsequently engaged on an accelerated or more efficient basis. In accordance therewith, panels shall be administered so that the Contract award is based upon a formal evaluation of qualifications and/or the subsequent negotiation of fair and reasonable compensation for specific services actually required. At such time as a panel is utilized, the Corporation shall document for the Procurement Record with respect to that panel, which aspects of the competitive process (a) are being addressed prior to the panel's utilization and (b) shall be fulfilled subsequent to the establishment of the panel. The award of assignments to respective Vendors on a panel need not be based purely on competitive selection processes, to the extent that assignments based on distribution of workload, distribution of risk, and/or a policy of rotation intended to benefit the Corporation are reasonable. Panels shall be identified to the Corporation s Procurement Contract Officer, reported in the Annual Procurement Contract Report, and reviewed and recertified annually to the Corporation s Procurement Contract Officer by the Corporation Officer in charge of administering the panel. vi. vii. viii. State Contract. The Corporation can enter into Contracts with eligible Vendors, where the State has engaged in a competitive process to create eligible Vendors; and the Corporation can enter into a Contract with those Vendors for such services upon comparable terms, provided the Procurement Contract Officer determines this is appropriate. GSA Contract (or contract of the U.S. General Services Administration or US GSA). The Corporation can enter into Contracts with eligible Vendors, where the US GSA has engaged in a competitive process to create eligible Vendors; and the Corporation can enter into a Contract with those Vendors for such services upon comparable terms, provided an Officer determines this is appropriate. Affiliated Agency Contract or Affiliated Agency Competitive Selection 16

17 Process. Whenever an Affiliated Agency has completed a competitive process to create a list of Vendors eligible for the provision of goods or services, the Corporation can enter into a Contract with those Vendors for such services, if for the same services and upon comparable terms. Whenever an Affiliated Agency has engaged in a competitive process, and that process has not yet created a list of eligible Vendors, and the Corporation can complete that process to create eligible Vendors, the Corporation may do so in order to enter into a Contract with those Vendors for such services for which Vendors are ultimately determined eligible to provide, provided the Procurement Contract Officer determines this is appropriate. c. Selection on a Non- Competitive Basis. The competitive processes established above in this Article shall not apply or are hereby waived in the following situations: i. Preferred Source Providers. Every Corporation Procurement shall be conducted in accordance with 162 of the State Finance Law, which, in certain instances, affords Preferred Source status to certain Contractors and Vendors to advance special social and economic goals and precludes the use of competitive selection procedures. ii. iii. iv. Existing Centralized State Contracts. The Corporation may carry out a Procurement using existing centralized State Contracts pursuant to which the Corporation is eligible to procure goods and/or services, according to the State negotiated terms. Existing GSA Contracts. The Corporation may carry out a Procurement using existing centralized GSA Contracts pursuant to which the Corporation is eligible to procure goods and/or services, according to the State negotiated terms. Emergency. When an emergency requires that selection of a Contractor or Vendor cannot be delayed long enough for the use of a competitive procedure because immediate action is required, the President of the Office responsible for the Procurement may award a Contract, as that President deems appropriate, without competitive procedures or following less than the full complement of competitive procedures which would otherwise be required. Circumstances requiring such immediate action must be significant, such as those affecting property of the Corporation, life, health or safety. Emergencies should only arise out unforeseen 17

18 occurrence. The circumstances under which such Contract was entered into shall be set forth and maintained in the Procurement Record. Such record should, among other things, address whether such circumstances should have been foreseen. Consideration should always be given to whether a Contract entered into on an emergency basis can be supplanted by a subsequent Contract entered into through a competitive process. If the Emergency Contract exceeds $100,000 in amount or one year in duration, the Contract must be presented at the next regularly scheduled Corporation Board Meeting for approval. The determination to issue a contract under this method shall become part of the Procurement Record and be filed with the Corporation s Counsel and Secretary. v. Sole Source Contract. Sole Source Contracts may be awarded without competitive procedures as a result of a determination by the Corporation, approved in writing by the President of the Office responsible for the Procurement. For purposes of determining whether a Contract is a Sole Source Contract, the Corporation shall identify if there is only one source for a particular service or good, such that competitive procedures are rendered futile. The determination to issue a contract under this method shall become part of the Procurement Record and be filed with the Corporation s Counsel and Secretary. vi. vii. Single Source Contract. Single Source Contracts may be awarded without competitive procedures as a result of a determination by the Corporation, approved in writing by the President of the Office responsible for the Procurement. Competitive procedures may be considered futile for purposes of determining whether a Contract is a Single Source Contract, if, among other things, the submission of bids or proposals by other Contractors or Vendors would not afford them a meaningful likelihood of selection. Whenever the Corporation considers it appropriate, the Corporation may conclusively reach such a determination by relying upon the determination of the State or an Affiliated Agency that a Vendor is uniquely qualified, if the Corporation seeks to enter into a Contract or contract with those Vendors for such services upon comparable terms. The determination to issue a contract under this method shall become part of the Procurement Record and be filed with the Corporation s Counsel and Secretary. Inconsistent Industry Selection Process with Competitive Price Assurance. Where practice in an industry does not normally involve competitive submission of proposals and where it is determined that it would be costeffective to award such Contract or otherwise select from among possible Vendors in some other manner, provided steps are taken to assure that the 18

19 cost is comparable to that generally charged for similar goods or services, and that the Procurement Record contains written evidence of these steps, a Contract may be awarded without competitive process. viii. ix. Competitive Proposal Exception for Contracts Not Expected to Exceed $5,000. In the case of Contracts not expected to exceed $5,000, if it is determined that soliciting at least three Vendors is not appropriate, such Contract may be awarded without soliciting competitive proposals, if a clear scope of goods or services is utilized and due consideration is given to the market value of such goods or services. Option to Waive Competition for Certain Kinds of Contracts. Notwithstanding any other provision of law requiring competition, the competitive process may be waived to include Contracts for the purchase of goods or services from Small Businesses or certified MWBEs, or goods or technology that are recycled or remanufactured, in amounts at or below $200,000. ARTICLE V 5. STANDARDS AND PRACTICES FOR COMPETITIVE SELECTION OF CONTRACTORS. It is the policy of the Corporation to seek out the maximum practicable number of qualified Vendors interested in offering their goods or services to the Corporation and to establish certain minimum standards for their selection. The following standards shall apply: a. Advertisement Requirements for Competitive Source Selection Methods. The solicitation of bids, proposals, offers or submissions of qualification data from Vendors with respect to Contracts shall be made by the Corporation in a manner determined by the Procurement Contract Officer in consultation with the President of the Office responsible for the Procurement, to be the most cost effective for providing reasonable competition for the Corporation s Contracts. This may include advertisement in appropriate newspapers or trade journals, direct mailings to firms considered qualified and such other outreach mechanisms as are consistent with the policy of these Guidelines, including outreach efforts to MWBEs in accordance with the provisions of Article VI herein and the Corporation s MWBE Goal Plan ( MWBE Goal Plan ), and including providing information with respect thereto via the Corporation s website. In addition, in the case of Procurement Contracts in the actual or estimated amount of $50,000 or more, or such other amount as may be amended in Article 4-C of the State s Economic Development Law, and in the establishment of pre-qualified panels, the 19

20 Corporation shall advertise all such opportunities in the "New York State Contract Reporter" or "Reporter," the official weekly listing of bidding opportunities for the State published by the New York State Department of Economic Development, and any other publication as required by State law, unless the Contract is determined to be a Critical Contract. Already advertised Contract opportunities being re-bid or re-solicited within forty five (45) business days after proposals were originally due, pursuant to publication in the "Reporter," are not required to be published again. Contracts determined to be Single Source or Sole Contracts will not be advertised in the "Reporter," but are required to be published in the Reporter as a notification.. b. Minimum of Three Prospective Vendors for Competitively Bid Procurement Contracts. For all Procurement Contracts required to be selected on a competitive basis, the Corporation shall solicit statements of qualifications, proposals and, as appropriate, price bids from at least three prospective Vendors. In the case of Contracts not expected to exceed $5,000, the Corporation shall solicit prices, statements of qualifications and proposals from at least three prospective Vendors unless the Corporation affirmatively determines it is not appropriate. The Corporation shall include at least one MWBE, if feasible, in all Procurement processes. c. Requirements for Corporation Bid Documents. Except for Procurement Contracts for which the Corporation would be expending funds received from another state, the Corporation shall include in all bid documents provided to potential bidders a statement that information concerning the availability of State subcontractors and suppliers is available from the State Department of Economic Development, which shall include the directory of certified MWBEs, and an affirmative statement that it is the policy of the Corporation to encourage the use of State subcontractors and suppliers, and to promote the participation of MWBEs, where possible, in the Procurement of goods and services. Additional requirements for Corporation Bid Documents relating to the Corporation policies to promote the participation of New York State Business Enterprises are more fully described in Article VIII.8.a. of these Guidelines. The Corporation shall also require that solicitation documents set forth the expected degree of MWBE participation based, in part, on (1) the potential subcontract opportunities available in the prime Procurement Contract; and (2) the availability of MWBEs to respond competitively to the potential subcontract opportunities. i. Required Bid Notices to Professional and other Organizations serving MWBEs. In an effort to award Procurement Contracts to MWBEs in compliance with the Corporation s MWBE Procurement goals, as set forth 20

21 in the Corporation s MWBE Goal Plan, the Corporation shall provide notice of Governmental Procurements, along with any other notice required by law, to professional and other organizations serving MWBEs that provide the types of services procured by the Corporation. Professional and other organizations can include, but is not limited to, social networking websites, magazines, and/or newspapers catering to a majority of MBE and/or WBE clientele. For the purposes of these Procurement efforts and for other Corporation Procurement efforts, the Corporation s Designated MWBE Officer shall establish procedures for maintaining list(s) of qualified MWBEs. In addition, the Corporation shall establish procedures for maintaining lists to include media outlets and other organizations serving MWBEs. The Corporation will provide such list(s) to Contractors in the Procurement process, requiring that potential Contractors shall consult and contact appropriate MWBEs to solicit their bids, in accordance with Article VI of these Guidelines. ii. Lobbying Law Directives. All Corporation solicitations for proposals, bid documents and specifications for Procurement Contracts shall incorporate a summary of the Corporation s policies and prohibitions regarding Contacts under the Lobbying Law, pursuant to the Lobbying Law Directives as described in Article VII of these Guidelines and in the Corporation s Policy on Reporting and Maintaining Records on Lobbying Contacts (herein after referred to as the Corporation s Lobbying Policy ). iii. Promoted Contracts. All Corporation solicitations shall follow the directives for the participation of promoted Contracts, as is more fully described in Article VIII of these Guidelines. d. Criteria for Selection. Procurement Contracts shall be entered into based on an evaluation of all proposals or bids received, considering all relevant factors, including, but not limited to terms, costs, goods or services offered, experience and capabilities, financial security, reputation in the field, staff availability, personnel expected to be involved and possible conflicts of interest. Where the Procurement Contract Officer determines that there is a suitably neutral and reliable publisher or publicly available industry ratings or evaluations of products or firm qualifications, such ratings or evaluations may be allowed to substitute, in whole or in part, as determined to be appropriate, for required submission of qualifications where it is determined that requiring independent submission of such from Vendors would be duplicative. The criterion for selection are not intended to supersede the fact that the Corporation has certain promoted Contracts and certain prohibited Contracts and Contracts subject to limitations, as set forth in Article VIII of these Guidelines. 21

22 e. Compliance with Additional Procedures for Requests for Proposals and Requests for Qualifications. The Corporation shall also comply with any additional procedures issued by it, from time to time, with respect to the conduct of Requests For Proposals and Requests For Qualifications. ARTICLE VI 6. MWBE PROGRAM ESTABLISHING PROCEDURES FOR MWBE PARTICIPATION AND UTILIZATION IN CORPORATION PROCUREMENTS The requirements of the Corporation s MWBE Program, in accordance with the provisions of 2879 of the Public Authorities Law, Article 15-A, and the directives of the Governor, and as set forth in this Article, shall be referred to as the Corporation s MWBE Directives. The Corporation shall work to increase MWBE participation and utilization through certain Procurement procedures, as described in the Corporation s Annual MWBE Goal Plan and these Guidelines, and incorporated in the Corporation s MWBE Program. These procedures shall include (i) the appointment of a Designated MWBE Officer(s) to oversee the Corporation s MWBE Program, as described more fully in Article XI of these Guidelines, (ii) the establishment of appropriate goals for participation by MWBEs in Procurement Contracts awarded by the Corporation and (iii) the utilization of MWBEs as subcontractors and suppliers by Contractors having Procurement Contracts with the Corporation. The Corporation has established numerical participation target goals identified in their MWBE Goal Plan based on the findings of the Disparity Study and directives from the Governor. For each new Contract, the Corporation shall gauge the appropriateness of the Procurement goals by considering the availability of Contractors to perform the Contract s anticipated scope of services, weighted by the extent those scope of services represent the total Contract price. In the event the projected goals cannot be achieved, the Corporation will provide adequate documentation of a good faith effort to meet these goals in its submission of its Annual MWBE Goal Plan. The Corporation s Designated MWBE Officer, for the purposes of reaching these goals, shall establish procedures for maintaining list(s) of qualified and certified MWBEs, that have expressed an interest in doing business with the Corporation, and ensuring that such lists are updated periodically, but no less than once annually, and include a firm profile that will, if possible, describe the firm s history, key personnel and core work areas. The Corporation shall also consult the list(s) of certified MWBEs maintained by the Department of Economic Development, pursuant to Article 15-A. 22